Privacy Policy

Two kinds of personal information move through Invoyes, and our role is different for each.

Information about you and your team

When you sign up, invite staff or pay for a subscription, you give us information about yourself and the people who work with you. We decide how that information is used, so we are the organization accountable for it under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and similar provincial laws.

Information about your customers

When you attach a customer to a sale, save their phone number or record a delivery address, you are collecting information about your customers and storing it in Invoyes. You decide what to collect and why. We act as your service provider: we process that information only to provide the Service to you, and we never use it for our own purposes. In return, you are responsible for having the right to collect it, telling your customers how you use it, and answering their questions. If you need our help to answer one, we will help.

Information you give us

• Your account. Your name, email address, phone number and, if you add one, a profile photo. Your password is handled by our authentication provider and is never visible to us.
• Your business. Business name, address, logo, currency, time zone, tax settings, receipt and invoice layout preferences, and the roles and permissions you give each team member.
• Your records. Products, prices, barcodes, stock counts, suppliers, orders, sales, returns, payments, cash drawer entries and notes. When a sale is tied to a customer, this includes whatever you recorded about that customer, such as their name, phone number, email, addresses and outstanding balance.
• Prescription labels. If you run a pharmacy and turn on prescription label scanning, the price and reference number encoded in the label barcode are read and stored as a line on the sale. Invoyes does not connect to your pharmacy management system and does not receive patient health records.
• Subscription billing. Your Invoyes subscription is billed by a PCI DSS compliant billing provider that collects your card details directly. We see the card brand, the last four digits, the expiry month and year, your billing address and whether each invoice was paid. We never see or store your full card number.
• Conversations with us. Anything you send to support, and what we need to answer it.

Information collected as you use the Service

• Payment terminal data. If you connect a card terminal, we store its device identifier, pairing status and the credentials needed to send it a payment request. Those credentials are stored encrypted. For each card payment we receive only the transaction result from your payment provider: amount, tip, approval status, card brand and the last four digits. See section 9 for how we handle card data.
• Activity logs. Changes to your records are logged with the user who made them, the time, and the IP address and device or browser used, so you can see who changed what.
• Technical information. IP address, browser and operating system, device type, app version, and error reports if something goes wrong.
• Cookies and browser storage. Described in section 8.

Information from other services

If you sign in with an existing account from an identity provider such as Google, that provider sends us your name, email address and profile picture. If you use address search when entering an address, the mapping service returns the address you selected.

We use personal information to:

• create your account, sign you in and keep your account secure;
• run the Service for you: recording sales, updating stock, working out taxes and totals, and producing receipts, invoices and reports;
• send payment requests to the terminal you connected and record the result;
• bill your subscription and send you invoices and receipts for it;
• answer your questions and tell you about important changes to the Service, your account or these terms;
• detect and investigate errors, misuse and security incidents;
• understand how the Service is used overall so we can make it better;
• meet our legal obligations, including tax and accounting record-keeping.

We do not sell personal information. We do not use your business records or your customers’ information for advertising, and we do not share them with advertisers or data brokers.

By creating an account and using the Service, you agree to the collection, use and sharing described here. If we ever want to use your information for something new, we will ask first.

You can withdraw your consent at any time by writing to support@invoyes.net, subject to any legal or contractual restrictions and reasonable notice. If you withdraw consent for information we need to run your account, we will no longer be able to provide the Service to you.

We share personal information only when we need to, and only with people who are required to protect it.

Service providers who help us run Invoyes

Like most software companies, we rely on specialist providers for parts of the Service. Each one is bound by contract to use your information only to provide their service to us, and to protect it. They fall into these categories:

• Cloud hosting for our application servers and database;
• Authentication for sign-in, password handling and file storage for images and logos;
• Subscription billing for your Invoyes plan;
• Payment providers whose card terminals you choose to connect;
• Address lookup for autocomplete when entering addresses;
• Error monitoring so we can find and fix problems quickly;
• Website content management for our public blog and tutorials.

Payment providers only receive data when you choose to connect one of their terminals. Your relationship with that provider is also governed by your own agreement with them and their privacy policy. A current list of our service providers is available on request from support@invoyes.net.

People in your organization

Team members can see your business records according to the permissions your administrator sets. Activity logs show administrators which user made each change.

When the law requires it

We may disclose information to comply with a law, regulation, court order or lawful request, or where we believe in good faith that it is necessary to protect our rights, your safety or the safety of others, or to investigate fraud.

If our business changes hands

If Invoyes is involved in a merger, acquisition, financing or sale of assets, personal information may be transferred as part of that transaction. We will let you know before your information becomes subject to a different privacy policy.

Our application servers and database run in a Canadian data centre region operated by a major cloud provider. Some of the service providers listed above, including our authentication, billing and error monitoring providers, process information in the United States.

While information is outside Canada it is subject to the laws of the country it is in, and may be accessible to courts, law enforcement and national security authorities there. We choose providers with recognized security certifications and put contractual protections in place to limit that risk.

• Account and business records are kept for as long as your subscription is active. After it ends, we keep your organization’s data for 90 days so you can come back or export it, then schedule it for deletion.
• Transaction records such as sales, payments, refunds and invoices may be kept longer where tax, accounting or dispute rules require it. Canadian tax law generally requires business records to be kept for six years from the end of the tax year they relate to.
• Activity logs are kept as long as the records they describe.
• Support conversations are kept for as long as needed to resolve the request and for a reasonable period afterwards.

When information no longer needs to be kept, we delete it or anonymize it so it can no longer identify anyone. Anonymous, aggregated statistics may be kept indefinitely.

The web dashboard and our website use a small number of our own cookies and browser storage entries. We do not use third-party advertising cookies or cross-site tracking.

You can clear these through your browser settings. Blocking the essential cookie will stop you from signing in. Our public website embeds videos from a third-party video platform; if you play one, that platform may set its own cookies under its own privacy policy.

This section matters to anyone who takes card payments through Invoyes, so we want to be precise.

• Invoyes is not a payment processor. When you accept a card, the transaction is processed by the payment provider whose terminal you connected, under your own merchant agreement with them.
• Card data never passes through Invoyes. The card is read by the payment provider’s terminal and processed on their network. Invoyes sends the amount to the terminal and receives the result. We never receive, transmit or store the full card number, the card verification code, PIN or magnetic stripe or chip data.
• What we do keep is the non-sensitive transaction result: amount, tip, approval status, card brand and the last four digits, so that your receipts, refunds and reports work.
• Our payment providers maintain PCI DSS compliance for the systems that handle card data. Because cardholder data does not enter Invoyes, our platform stays out of scope for storing it, and we design the Service to keep it that way.
• Terminal credentials that let Invoyes talk to your terminal are stored encrypted and are never shown in full after you enter them.

You remain responsible for the physical security of your terminals and the devices and network in your store, and for any PCI DSS requirements that apply to your business as a merchant.

• All traffic between your browser or app and our servers is encrypted in transit.
• Passwords are managed by our authentication provider and are never stored by Invoyes in readable form.
• API keys are stored as one-way hashes. Sensitive credentials such as terminal settings are stored encrypted.
• Access within your organization is controlled by roles and per-module permissions that you set.
• Changes to important records are logged with the user and time.
• Access to production systems within our team is limited to people who need it to do their job.

No system is perfectly secure. If we learn of a breach of our safeguards that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

Subject to applicable law, you have the right to:

• See the personal information we hold about you and learn how we have used and shared it;
• Correct information that is wrong or incomplete;
• Withdraw consent to our continued use of your information;
• Ask us to delete your information, subject to the retention rules in section 7;
• Export your business data. Products, customers, orders, sales and reports can be exported from the dashboard or through the API.

To do any of these, write to support@invoyes.net. We will confirm who you are, respond within 30 days, and tell you if we need more time or cannot complete part of a request and why. There is no charge unless a request is unreasonably repetitive.

If you live in Quebec, you have additional rights under the Act respecting the protection of personal information in the private sector, including the right to receive certain information in a structured, commonly used format. Residents of Alberta and British Columbia have comparable rights under their provincial laws.

If you are not happy with our response, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or to your provincial privacy commissioner.

If you are a customer of a business that uses Invoyes

The business you dealt with controls your information. Please contact them directly to see, correct or delete it. If you cannot reach them, write to support@invoyes.net and we will help route your request.

Invoyes is built for businesses and their staff. It is not directed at anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has given us personal information, tell us and we will delete it.

We will update this policy as the Service and the law change. When we do, we update the “Last updated” date at the top. If a change meaningfully reduces your rights or expands how we use personal information, we will tell account owners by email or in the dashboard before it takes effect.

Our Privacy Officer is responsible for how we handle personal information and for our compliance with privacy law. You can reach them at:

Invoyes
Attention: Privacy Officer
support@invoyes.net

You may also want to read our Terms of Service.